15 th UPDEA CONGRESS THEME: GEOGRAPHIC INFORMATION SYSTEM: ECG S EXPERIENCE ABSTRACT. PATRICE AFENYO, Electricity Company of Ghana

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1 15 th UPDEA CONGRESS THEME: GEOGRAPHIC INFORMATION SYSTEM: ECG S EXPERIENCE Author: PATRICE AFENYO, Electricity Company of Ghana ABSTRACT GIS (Geographic Information System) is an integrated system of computer hardware, software, data and trained personnel who are capable of assembling, manipulating, analyzing and displaying geographically referenced information. GIS for an electric utility involves the creation of a digital database of the utility s network assets i.e. transformers, poles, customer service meters, lines, etc. with reference to their locations and the development or adaptation of a computer application software for the data management. Some of the benefits that can be derived from GIS for an electric utility include facilitation of response to faults,, infrastructure maintenance, automated network mapping, network asset management, load flow analysis, identification and elimination of illegal connections and other aspects of engineering, operation, administration and finance of the utility. In the particular case of ECG the system will enable the display of location of each customer with reference to a specific pole, transformer or other network asset. Other Engineering analysis such as project planning and costing, line voltage drop analysis, transformer loading, energy auditing to identify illegal connections, etc. can be done more easily and quickly. Page 1 of 10

2 WHAT IS GIS? A GIS (Geographic Information System) is an integrated system of computer hardware, software, data and trained personnel who are capable of assembling, manipulating, analyzing and displaying information that is tied to a spatial location for scientific, business and management decision making. The components of a GIS are: 1. Hardware: A GIS relies on computers for storage and processing of data. The size and number of computers depends on the type and nature of the GIS. Other computer peripherals such as printers, scanners and digitizers are also required. 2. Software: At the heart of the GIS lies the GIS software which provides the functionality of storing, managing, querying, analyzing and linking geographic data to attribute data. Additionally, various other software components can be added to the core software to provide access to additional data from different relevant sources. 3. Data: Two forms of data are used in GIS. These are spatial (or geographic) data and attribute (or descriptive) data. Sources of spatial data include digital files, GPS (Global Positioning System) receivers, satellite imagery, aerial photographs, scanned or digitized paper maps and drawings. 4. People: Well trained and equipped personnel who will implement the GIS and the users after the project implementation must be well trained and equipped. Page 2 of 10

3 GIS FOR ECG Objectives The objectives of the ECG GIS Project are; to create a database of all major components, digitize the engineering and customer maps and convert them into electronic format and merge them into a single map to adapt or develop a facility management system to run on the database to form a GIS that will enhance and modernize ECG s operation The GIS must provide functionalities for system planning and design, network records keeping, customer service management, operation and maintenance management, trouble call, asset management, etc. The ECG GIS on completion will become a complete management tool for decision making on many aspects of ECG s business. Background In 1990 as part of a system improvement project (Power Five Project) ECG began a process of converting its electrical network records especially the low voltage (LV) network into electronic format to facilitate and enhance system planning and design and also as a means of providing up-to-date network records at all times. Data on the low voltage network in almost all the ECG operating areas were captured and the relevant drawings prepared, however, it was only the records on the regional and some urban centres which were converted into electronic format. The effort to capture data on the networks and convert them into electronic format could not be sustained due to some institutional problems, especially in terms of the update of the records as improvements and expansions made to the distribution system were not captured. Thus before the commencement of this project all our electrical network records in both electronic form and hardback papers were out of date. There is no real time up-to-date network record and hence no reliable financial assets register for ECG that reflects the real assets count on the ground. Page 3 of 10

4 ECG invited some well established utilities to consider the computerization of its network with their IT application versions. After the consultations, funding became a bottleneck and the project was abandoned to await the benevolence of a donor. The Need Reliable, up to-date and sufficient detailed data is required to facilitate decision making in all activities of electrical distribution system management. Controlling operational costs, improving efficiency, reducing technical and commercial losses and reducing outage times have become essential for all utilities in order to be successful in the present high technology, highly competitive and informed customer environment. With the increasing demand for electricity supply in developing countries like Ghana, new network extensions and upgrading of existing ones to connect new customers in the face of limited funding are the pressing issues confronting utilities today. Many utilities like ECG have for a long time maintained network data documentation system through harddrawn paper maps with printed text form on them and available to various users at several locations. The data resulting from these network expansions are voluminous and are now becoming complex that they cannot be effectively managed by the traditional system. The approach of Information Technology (IT) can be used to maintain a coherent digital database in a scientific and efficient manner that can be easily sorted, retrieved and updated as may be necessary. Our Approach The increasing reliance on having accurate and up-to-date information for management decisions on how to increase revenues, improving customer service development, investment in network expansion projects, etc. have informed ECG to adopt the GIS project. GIS for an Electric Utility involves the creation of a digital relational database of its network assets such as transformers, poles, lines, customer service meters, etc. with reference to their geographic locations and the development or adaptation of computer application software to manage the data collected. Page 4 of 10

5 After the project was conceived and approved, ECG employed KNUST as a consultant to undertake a feasibility study using a small location in Kumasi. The study showed the project was feasible hence we undertook a pilot in one of our regions, Tema, with the assistance of the consultant. During the pilot project the procedure for updating existing maps and converting them into electronic format was established. Forms for data collection, attributes to record, procedure for data authentication and data input into computer were also established. About forty personnel were employed and trained during the pilot project. At the time of the pilot project a firm decision on the GIS software to adapt was not taken hence the data collected was stored in MS-Access tables and the maps in AutoCad. After the successful implementation of the pilot, which was mainly the data collection phase, computers and vehicles were procured, and more field and data entry personnel were employed and posted to all the nine ECG operational regions. We distributed the first group of trained personnel as team leaders and trainers to the various regions to start data collection in the various regions concurrently. The regions established local project management teams to supervise the project teams on daily basis. Head-office Projects Office however provided overall supervision and control over the entire project. After some consultations with ABB Sweden, just before the completion of the pilot ECG decided to adopt the FACIL PLUS SPATIAL as the GIS software for the project. The nine operational regions covered by ECG are not fully autonomous; hence decisions are normally taken based on the global view of the company so it is required to have a system that can give an aggregate or global view of information from all the regions. Ideally, therefore one central server system with one database could be used to manage the information in all the regions, but this requires a strong and a reliable communication link between all the regions. However, this communication infrastructure was not and still not yet available at an affordable price to ECG. Page 5 of 10

6 Instead of establishing one system in each region, the regions were grouped into two and we established one system for each group. Within each group all the regions are linked by wide area networks (WAN) using radios. This was considered more cost effective. In the long term, however, we shall link the two systems using the fibre-optics network operated by our sister company VRA. According to the contract with ABB for the supply of the software, some selected staffs were trained on the installation and use of the software. This select group is responsible for training other users. Facilplus runs on oracle as the backend data management system and the front-end application is written in Java. One system was installed first and the AutoCad maps and the access database imported into the Facilplus to form the ECG GIS. Project Implementation The implementation of the ECG GIS project is broadly divided into two main phases as data collection and installation of software. The first step taken to achieve the objectives of the project was to create an Integrated Network and Customer Database with all components geographically referenced. The second step was the development or adaptation of computer software to manage the data. Data Collection The data collection involves mapping of the network and a survey of the entire geographical area over which the network is spread out. The survey and mapping consists of the following tasks: Creation of a digitized background map of the area; o Some of our old paper network maps were drawn on background maps developed by the government survey department using aerial photographic survey. These maps were quite old that after they were digitized they have to be updated by field work. o There were areas, however, where we could not get background maps from the survey department. These areas were surveyed by our surveyors/draughtsmen and we used Page 6 of 10

7 GPS to geo-reference these maps so they could fit into the national coordinate system. Field Survey: Surveying the entire area locating the distribution network and updating the network maps with all extensions and also collecting attribute data of each and every entity such as: o Pole (height, type, material, etc) o Overhead Conductor (Cross-sectional area, material, etc) o Underground Cable segment o Distribution transformer substations (Size, year installed,) o Switches, etc Attached are some samples of the data collection sheet used by the field patrol team. Plotting the Network: The field surveyed updated network maps and the entities are then plotted on the digitized background map. The maps were created as separate layers each containing one type of attributes such as poles, meters, transformers, streets, buildings, etc. Creation of Database: The database is critical to the success of the GIS. The attributes of the various entities collected during the survey are stored in a database. Attribute data are descriptive sets of data that contain various information relevant to a particular location. These attributes can be linked to a particular location by a key field (identifier) and thus can be displayed visually on a map. As explained earlier the data is stored in MS-Access and later after the installation of the Facilplus they are imported into the oracle database. GIS Software Installation The second phase of the project was to model the network using a network mapping software and build customized queries on the database created. ECG has adapted the Facilplus for this function. The Facilplus is web-based and a distribution management software with GIS functionalities. The database management system is Oracle which forms the backend software with Java as the client front-end software. The Facilplus system adopted by ECG is a centralized system where one half of the country with four or more operational regions is connected to one server by wide area network (WAN). In the near future the two Page 7 of 10

8 systems (servers) will be linked by fibre-optics network operated by VRA. Project Coverage Area: ECG distributes electricity in the southern part of Ghana and has nine operational regions. The GIS project started on full scale in Tema Region in September 2002 but currently deployed into all the remaining regions with total customer base of about one million. The overall field data captured so far about 51%. The details progress in the various regions is shown as an attachment. Challenges of the Project Funding: Though this project was conceived as far back as 1990 it could not be carried out due to lack of funding. Initially ECG was looking for an external funding which did not materialized until 2002 when ECG Management decided to use internally generated funds to carry out the project. Existing Maps: ECG presently operates with two maps, the network map from the engineering department and customer location maps from the customer services department. To achieve the objectives of the GIS project it is required that we merge these maps to produce an integrated system. Some of the maps are not drawn to scale so it is a hectic exercise merging them. Updating of Completed Maps: The success of this project greatly depends on the faithfulness with which the maps and associated database are updated once changes are made in the network. The support and commitment of the operators of the network must be solicited. Telecommunication Infrastructure: WAN and LAN infrastructure is required to link various regions and district so information can be easily shared and monitored. Since these are not well developed yet in the country, ECG has invested in the establishment of these infrastructures. ECG has completed installation of LAN in all the regional capitals and are now connecting most of the regional capitals with wireless network as the WAN. Page 8 of 10

9 Education & Training of Personnel: Education of staff on the benefits of the new system is required to be done for the project to be successful. ABB has conductors several training for trainers who are training the users in all the regions. We also have to organize overseas training on the basics of oracle, the database used by Facilplus, for some of our staffs. Acceptability of the Project: It is a common knowledge that people are generally resistant to change. There must be a clear process to make the new way of work acceptable to the entire company. The Managing Director is personally involved in selling the idea of this project to management so they can buy into it. Project Benefits The ECG GIS being a complete Distribution Management System will have direct benefit on the entire company business. This particular project offers ECG the platform to migrate to modern utility business processes in this emerging ICT dominated industry all over the world. The advantages of using such a GIS are manifold and include: Visualization of data on the network Asset Revaluation and Inventory Network Designis made easier Trouble Call Analysis Better understanding of the distribution network Flexibility: Flexibility of choosing what other systems to share or exchange data with, such as CBIS, SUN, etc Network and customer mapping is made easier Routine maintenance can be planned SCADA/GIS integration this will enable fault crews clear outages faster since they will have information of the location of the fault Improved Revenue Management One major benefit from this project will be that energy accounting can be done quite easily by implementing an energy metering plan which will ensure generation of accurate metering data. We shall integrate the GIS with our billing system called the CBIS. Energy balance can then be Page 9 of 10

10 prepared from billed energy input which can be imported from the CBIS and the actual energy input from the energy meters we shall install at our distribution substations. The above approach will sufficiently minimize commercial losses and in effect increase revenue mobilization. This increase revenue can therefore be invested into system expansion to increase electricity access to the increasing population. BENEFITS OF GIS IN CROSS BORDER ELECTRIFICATION PRPJECTS For a utility that has a distribution network across its borders, the GIS will facilitate the following: Visualization of Data: Information on the network can be displayed and visualized as it is laid out on the ground. Asset Revaluation: Inventory and Asset Management becomes easy and more accurate and hence pricing becomes more accurate. Network Design: Network Analysis such as load flow analysis, voltage drop calculation for network planning and extension is easier hence reduces cost of project. Trouble Call Analysis Better understanding of the distribution network Network and customer mapping is made easier Easier routine maintenance planning SCADA/GIS integration this will enable fault crews isolate outages faster since they will have information of the location of the fault Improved Revenue Management and socio-economic well being of both countries. Although the ECG GIS project is not fully completed the advances made are encouraging and the benefits already accruing are enormous. It is the modern direction utilities are employing to manage their network assets and so ECG recommends it to our colleagues in the electric utility who have not as yet embarked on the GIS project. Page 10 of 10